Quick Guide for Accessible PDF July 2013 Training:

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1 Accessible PDF Getting Started Types of Documents best suited for PDF on the Web Document is longer than 5 pages. You need to preserve the formatting or layout of the original document, e.g., for printing. Footnoted, endnoted, or sidenoted documents. Multimedia presentations embedded by later version of PDF, because they include captions and/or audio descriptions. Documents with a legally restricted format, e.g., U.S. tax forms. Documents with digital rights. Documents with multiple columns, particularly if figures and illustrations are included. The document s language (English, Spanish, Chinese, etc.) is specified. All fonts used within the document can be converted to text. The PDF file s security settings don t interfere with assistive technology. Acrobat XI Pro Note: There is not an accessibility Quick Check tool in Acrobat XI Pro. Using PDF Accessibility Full Check 3. Place the cursor over Tools and select a. The Tools panel appears to the right of the document. 4. In the Accessibility section, click Full Check. 7. The results panel will appear to the left of the document, example: 8. Use the + button to view the detailed issue(s), example: What Makes a PDF Accessible? The PDF is a searchable text file (not an image-only scan). All form fields contained within the PDF area accessible. The document s structural elements are indicated by tags (similar to HTML tags). The document s reading order is clear and easy to follow. Descriptive alt text is provided for all charts, tables, links, graphics, and non-text elements. The file has navigational aids to guide users through the document. a. The Accessibility Checker Options 5. If desired, edit the accessibility checker option(s). a. Note: In the Report Options section, if Create an accessibility report is checked, then a HTML formatted report will be created in the selected folder. 6. Click Start Checking. Fixing Accessibility Issues 1. In the Accessibility Checker pane, navigate to the desired issue, e.g., Title Failed. 2. Right-click the issue > click Fix. 3. Fix the issue. Help Desk: helpdesk@ipfw.edu Page 1

2 4. Save the document. Viewing Accessibility Report Note: This will only work if Create an accessibility report is checked when using the Full Check tool. 1. After using the Full Check tool for the desired PDF document, in the Accessibility section, click Open Accessibility Report. a. The Accessibility Report panel appears at the left side of the document. Checking Image-Only PDFs Image-Only PDF: Reports whether the document contains non-text content that is not accessible. 3. Move the cursor over Tools and click a. The Accessibility panel appears at the right. 4. Under Accessibility, click Full Check. a. The Accessibility Checker Options 5. In the Checking Options section, un-check Document is not image-only PDF. 6. If desired, edit any remaining option(s). 7. Click Start Checking. Checking Reading Order 3. Move the cursor over Tools, and select a. The Tools panel will appear at the right side of the document. 4. In the Accessibility section, click Touch Up Reading Order. a. The Touch Up Reading Order window appears. 5. The reading order numbers appear on the document, example: 6. To view all the reading orders, at the lower right corner of the Touch Up Reading Order window, click Show Order Panel. a. The Show Order panel appears at the left side of the document. 7. Click Close to exit the reading order mode. Arranging Reading Order 1. From the menu bar, click View. 2. Move the cursor over Show/Hide > Navigation Panes. 3. Click Order. a. The Order pane appears at the left side of the document. 4. Click the + button to expand the desired page. 5. To arrange the element order, drag the desired element and drop to the new location, example: Using the Read Out Loud Tool Note: You can also use the Read Out Loud tool to check the logical reading order. 1. From the menu bar, click View. 2. Move the cursor over Read Out Loud and click Activate Read Out Loud. 3. To start reading: b. Click Read This Page Only or Read To End of Document. c. Note: Acrobat will start reading. 4. To pause or stop reading: Help Desk: helpdesk@ipfw.edu Page 2

3 b. Click Pause or Stop. 5. To deactivate the Read Out Loud feature: b. Click Deactivate Read Out Loud. Tagging Artifact Elements Note: You can remove decorative and irrelevant page elements from the tag structure by redefining them with the Background (artifact) tag. 3. Move the cursor over Tools and click a. The Accessibility pane appears at the right. 4. Under Accessibility, click Touch Up Reading Order. a. Note: The Touch Up Reading Order 5. Navigate to the desired item, e.g., footer. 6. Highlight the item. 7. In the Touch Up Reading Order window, click Background. 8. Click Close to exit. Adding Alternate Text to Images a. The Tools panel will appear at the right side of the document. 4. In the Accessibility section, click Set Alternate Text. 5. In the pop-up window, click OK. 6. In the Set Alternate Text pop-up window, use the left or right arrow button to navigate to the desired image. 7. Enter the Alternate text. 8. Repeat step 6 and 7 to add alternate text for more images. 9. Click Save & Close when finished. Creating Accessible Hyperlinks 1. From the toolbar, click the Selection Tool icon. 2. Use the selection tool to highlight the desired text from the document. 3. Right-click the highlighted text and select Create Link. a. The Create Link 4. In the Create Link window, edit the desired option(s). 5. Click Next. 6. Enter the link URL. 7. Click OK. Adding Bookmarks to a PDF Document Note: Bookmarks helps readers to navigate PDF documents. Bookmarks are placed at the next insertion point. 1. On the toolbar, click the Selection Tool icon. 2. Highlight the text to bookmark. 3. Right-click the selected text and click Add Bookmark. a. The Bookmarks panel will appear at the left side of the document. 4. Edit the bookmark. Acrobat X Pro Using PDF Accessibility Quick Check 4. Click Quick Check. Using PDF Accessibility Full Check 4. Click Full Check. 5. Edit any desired options. 6. Click Start Checking. Adding Alternate Text to Images Help Desk: helpdesk@ipfw.edu Page 3

4 2. From the menu bar, click Tools > Advanced Editing > TouchUp Object Tool. 3. Select the image that needs alternate text. 4. Click Properties. 5. Click the Tag tab. 6. In the Alternate Text dialog box, enter the alternate text for the image. 7. Click Close. Adobe Reader X Using PDF Accessibility Quick Check 1. In Adobe Reader X, open the desired PDF file. 2. From the menu bar, click Edit. 3. Move the cursor over Accessibility, and select Quick Check. Saving an MS Office File as a Tagged PDF Document 1. Click the FILE tab > Save As. 2. Click the Browse icon. a. Note: This step is only required if using Office b. The Save As dialog appears. 3. Navigate to the desired location. 4. In the File name field, enter the desired name. 5. Click the Save as type drop-down list and select PDF (*.pdf). 6. Click Options 7. In the Include non-printing information section, make sure Document structure tags for accessibility is checked. 8. Click OK. 9. Click Save. Accessibility Checklist Basic Elements Have you determine whether PDF is the appropriate format to use? Has a separate accessible version of the document been provided when there is no other way to make the content accessible? (Example: An organization chart) Has a visual check been performed on the document to ensure that no hidden data from Word (or other applications used to create the original document) is present in the PDF file? Have all comments, sticky notes, and reviews been removed from the PDF document? Does the document file name not contain spaces or special characters? Is the document file name concise, generally be limited to characters or less, and does it make the content of the file clear in the context in which it is presented? Does the document use recommended fonts: e.g., Verdana, Arial, Tahoma, or Times New Roman? Have PDF document properties for Title, Author, Subject (A.K.A. Description), Keywords, Language, and Copyright Status been applied? Have bookmarks been included in all PDFs that are more than 9 pages long? Do all URL s contain the correct hyperlink and display the fully qualified URL (i.e., and not Are all URL s linked to the correct Web destinations? Document Layout and Formatting Have Acrobat Accessibility Tags been added to the document? Does the document have a logical reading order; i.e., is the tab order correct? Have you run a Full Check to see what is needed to be fixed? Have documents with multi-column text, tables, or call-out boxes been checked for correct reading order using the Acrobat Pro Read Aloud function? Document Image Requirements Do all images, grouped images, and nontext elements that convey information have alternative text descriptions? Is the document free of scanned images of text? Do complex images provide a reference to the descriptive text of the image? Help Desk: helpdesk@ipfw.edu Page 4

5 Document Image Best Practices Are multiple associated images on the same page (e.g., boxes in an organization chart) grouped as one object? Have all multi-layered objects been flattened into one image and has one Alternative Text (Alt Tag) been provided for this image? Document Table Requirements Do all data tables in the document have Row and Column headers? Are tables being used to create a tabular structure (not tabs or spaces)? Do all data tables in the document have a logical reading order from left to right, top to bottom? Are data cells in the tables logically associated with the Row/Column Header elements? If the table is a simple table, does it have scoping applied to the appropriate Row/Column Headers? If the table is a complex table, does it have id and header attributes to associate the data cells with the column/row headers? Are all table cells, with the exception of those associated with the Header Row, designated as data cells? Help Desk: helpdesk@ipfw.edu Page 5